Revision-Cap Email Pack (free slice)

OpsKit Digital — copy-paste emails for UK freelancers & sole traders
Not legal advice. Adapt to your proposal; seek professional advice for contracts.

When to use this

Use these when you sell a fixed number of revision rounds (e.g. 2 rounds included) and need clear language at:

1. Kickoff — set the cap before work starts
2. Round warning — client is about to use the last included round
3. Cap reached — further changes = paid extra round or change order
4. Optional: absorb one tiny tweak — goodwill without killing the rule
5. Optional: decline unpaid rush rounds

This is not a full change-order checklist (see OpsKit Scope Guard). It is only the revision-count conversation.

1. Kickoff — set the revision cap

Hi [Name],

Looking forward to starting [Project]. Quick confirmation on revisions so we’re aligned:

• The fee includes [2] revision rounds on the agreed deliverables.
• A “round” = one consolidated set of feedback (ideally in one email / one annotated file).
• Feedback that changes the brief, adds new pages/features, or restarts a settled direction is out of scope and will be quoted separately.

If that matches your expectation, reply “agreed” and I’ll proceed.

Thanks,
[Your trading name]

2. Round warning — last included round

Hi [Name],

Thanks for the notes on [deliverable]. I’ll treat this as revision round [2 of 2] included in the fee.

After this round, further changes will need either:

• a paid extra revision at £[amount] / [n] hours, or
• a short change order if the brief itself has moved.

Please send all remaining feedback in this pass so we can close cleanly.

Thanks,
[Your trading name]

3. Cap reached — paid extra round

Hi [Name],

We’ve now used the [2] revision rounds included for [Project]. Happy to continue — next steps:

Option A — Extra revision round: £[amount] (or [n] hours at £[rate]), invoice on approval, turnaround [X] working days after payment/approval.
Option B — Pause here: We finalise the current version as delivered.

Which would you prefer?

Thanks,
[Your trading name]

4. Optional — absorb one tiny tweak (keep the rule)

Hi [Name],

That’s a small clarification (under ~30 minutes) so I’ll include it as goodwill this once. The revision cap still stands for anything larger or for further passes.

Thanks,
[Your trading name]

5. Optional — decline unpaid rush

Hi [Name],

I can’t take another unpaid round on [Project] — the included revisions are used and my schedule is committed.

I can either (A) quote an urgent paid round for [date], or (B) schedule a paid round in the next available slot.

Let me know which works.

Thanks,
[Your trading name]

Proposal one-liner (paste into SOW)

Revisions: Fee includes [N] consolidated revision rounds. Additional rounds or brief changes are chargeable at £[rate]/hour or a fixed extra-round fee agreed in writing before work continues.

Quick checklist

• [ ] Cap stated in proposal and kickoff email
• [ ] “Round” defined (one consolidated feedback set)
• [ ] Warning sent before last included round is consumed
• [ ] Cap-reached email sent before doing more unpaid work
• [ ] Any goodwill absorb confirmed in writing as one-off

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